Managing Time

Slide 1: Managing time Most people experience the need to develop their ability to structure and schedule tasks effectively, to get the most out of their day. By sticking to a time schedule, you'll enjoy your free time more and get satisfaction out of every moment! Remember: Keeping to a schedule is not a matter of "will power", but the development of a habit of referring to the schedule and following its outline, and this habit development may take weeks of practice. Exceptions will occur, but afterwards return to the schedule's pattern. Why manage time? A person who deliberately undertake to schedule their time are not ones who have decided to spend all their time working and doing nothing else. They usually have decided to use the time they have to spend working anyway more efficiently, and to de-sensitise themselves to distractions that commonly occur. What does this de-sensitising involve? It means removing oneself from constant day-to-day, hour-to-hour confusion as to whether one will or will not spend the next hour working, whether one will or will not go to the office to work, whether one will or will not go to a show on impulse, and whether or not to use that hour between other projects to get next week's assignment out of the way! A workable time schedule can make decisions for you, thus desensitizing you to momentary distractions. And, an hour of work in one project is not disturbed by wondering when you will work on another project, or when you'll be able to get out and have some fun - an adequate schedule includes those for you. Advantages of managing time well: Motivation Gains more time! Helps to make a start Reduces avoidance Reduces unhealthy stress and anxiety Eliminates last minute cramming Promotes review and scheduling Steps to managing time successfully: Set goals: An awareness of what your goals are will assist you in prioritising your tasks. Always keep those long term goals in mind. Examine and revise your lifetime goals on a monthly basis and be sure to include progress towards those goals on a daily basis. Put up reminders in your home or office about your goals. ToDo list: Make a to-do list for each day the night before or first thing in the morning.

Slide 2: Prioritise tasks: ... Schedule tasks: Decide on a specific time to work on each task. Weekly schedule: Create and maintain a weekly schedule of your tasks, meetings, and other appointments, ensuring some flexibility for doing the things that are most important to you. Yearly schedule: Use a yearly calendar to record major events such as birthdays. Making a schedule based on your needs Task List: Create a task list and review all the items on the task list, setting priorities and comments to them. Personal Activities: Record regularly scheduled personal, special and fitness activities. Mealtimes: Routine Work Activities: Record meetings and routine task times in appropriate day/hour blocks on a time schedule sheet. Review Time: Schedule review time before and after activities such as meetings or activities where some review is required before and after. It is especially important for courses to review material before the lecture. Use this time to edit your schedule, notes and plans. Intense Work!: Schedule your intensive work time for each day and each project and be be task-oriented rather than time-oriented - think in terms of "blocks of time" and what specifically needs to be accomplished. After prioritising these, start with the task you will enjoy the least. Try to schedule some intense time each day for each project. Progress is more effectively and efficiently accomplished in shorter regular sessions than in longer irregular sessions. Weekly Review: Schedule a weekly review for each project. Do it at the end of the week if possible. This weekly review gives you an opportunity to spread out all of the past week's notes along with the assignments to see what you have been accomplishing in the past week. In this review, you can also look ahead to plan the next week and determine exactly what you need to do, what projects are due, and if any meetings are scheduled. Look ahead in your month and try and anticipate what is going to happen so you can better schedule your time. Physical Activity: Keep open some day or evening time for daily physical activity. Remember, research indicates that regular exercise will not only give you a general sense of well-being, but can reduce tension and help you accomplish a tough project and work schedule. Personal Needs: Label some empty blocks of time as OPEN for self-development or personal needs. Relaxation: Schedule some time on a Friday, Saturday, and Sunday for you to play, relax, or do whatever you want to do. This is your reward for sticking to your schedule.

Slide 3: Things that help you start save time Think on paper: Think on paper when possible-it makes it easier to review and revise. Stop being unproductive: Catch yourself when you are involved in unproductive projects and stop as soon as you can. Keep writing pad handy: Keep paper or a calendar with you to jot down the things you have to do or notes to yourself. Log your time: Count all your time as time to be used Important things: Remind yourself, "There is always enough time for the important things." If it is important, you should be able to make time to do it. Find time to concentrate on high priority items or activities. Freeing time: Continually look at ways of freeing up your time. Change habits: Examine your old habits and search for ways to change or eliminate them. Waiting time: Try to make use of time spent waiting by making and reviewing your notes. Daily planning: Plan your day each morning or the night before and set priorities for yourself. Delegate: Delegate responsibilities whenever possible. Self motivation Concentrate on one thing at a time. Do first things first. Put your efforts in areas that provide long term benefits. Push yourself and be persistent, especially when you know you are doing well. Be sure and set deadlines for yourself whenever possible. Find something to enjoy in whatever you do. Try to be an optimist and seek out the good in your life. Find ways to build on your successes. Ask for advice when needed. Stop regretting your failures and start learning from your mistakes. Put up reminders in your home or office about your goals. Reward yourself when you get things done as you had planned, especially the important ones. Have confidence in yourself and in your judgement of priorities and stick to them no matter what. When you catch yourself procrastinating-ask yourself, "What am I avoiding?" Start with the most difficult parts of projects, then either the worst is done or you may find you don't have to do all the other small tasks.

Slide 4: Summary on time management Maintain and develop a list of specific things to be done daily, set priorities and the get the most important ones done as soon in the day as you can. Briefly evaluate your progress at the end of the day. How much scheduling? Usually a minimum time schedule is best. In other words, plan what you know is necessary, and add to it later only if necessary. But plan as your first schedule one you know you can keep, and one that it is important to you to keep. List on a sheet of paper which projects you are working on. How many hours do you estimate you should work on each project each week to do a minimum job? What's the total minimum hours per week for all projects? List your present time schedule for the week Benjine Gerber, Author, Systems developer benjine@itemporium.co.za www.self-educate.com